Email + dialer stack

Instantly + Aircall: emails and calls on one row per rep

See Instantly sends and replies next to Aircall calls and connected calls for each rep, against weekly targets, without merging two exports.

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The question this page answers

For each rep, how many Instantly emails and Aircall calls went out this week, and what came back?

Why Instantly and Aircall do not line up on their own

Instantly knows the email address of every lead, the campaign they are in, which mailbox sent each step and whether a reply or a bounce came back.

Aircall knows which user dialled, the number, how long the call lasted and how it ended.

The two tools share neither a person record nor a rep record. Instantly has mailboxes; Aircall has Aircall users. A week of outbound is split across two exports with different columns and no common ID.

A common motion is email first, then a call to whoever engaged. Instantly sees the first half and Aircall sees the second, so neither can show that the rep with the fewest sends is the one making the most follow-up calls.

How OutboundManager joins Instantly and Aircall

Every Instantly send carries the mailbox that sent it, and each mailbox is mapped to a rep.
Each Aircall user is a dialer seat, and each seat is mapped to a rep. Map a rep's Instantly mailboxes and their Aircall seat to the same rep.
Instantly leads become contacts identified by the lead's email address. When the Aircall contact has an email address, the call is attached to the same contact.
Instantly replies are classified from their text as interested, not now, not interested, wrong person, opt-out or auto-reply. An Aircall call counts as connected when the call was answered and lasted at least 10 seconds.
Reply rates stay per send. Calls and connected calls are counted in their own columns and never inflate the number of touches.
With HubSpot connected, each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it: an Instantly email or an Aircall call to a known contact can both be that touch.

A worked example

A rep's Instantly campaign gets a "not now" reply on Tuesday. On Thursday the rep calls that person from Aircall, where the contact has the same email address, and has a conversation. Both events belong to one contact and one rep: the send and the reply from Instantly, the connected call from Aircall. If HubSpot is connected and a deal follows, the call is the later touch and takes the credit.

What you can see once both are connected

Instantly sends, replies and positive replies next to Aircall calls and connected calls, one row per rep
A person emailed from Instantly and called on Aircall held as one contact when the Aircall contact has the same email address
Sends, replies, positive replies, calls and connected calls per rep on one row, each against a weekly target
A weekly report by email or Slack that covers both tools
With HubSpot connected: meetings and pipeline per rep next to the activity that produced them

Rep scorecard: four reps with sends, LinkedIn touches, replies, meetings, pipeline and won revenue, each shown against a weekly target

The rep scorecard: one row per rep across every connected tool. With a dialer connected, each rep also gets calls and connected calls. Demo data.

Set it up

Connect Instantly

In Instantly, go to Settings → Integrations → API Keys and create an API key (API v2).
Give the key read access: the all:read scope, or read scopes for workspaces, campaigns, accounts, leads and emails. To answer replies from OutboundManager, also add emails:create (or all:create).
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Instantly. Paste the API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.

Instantly integration: what syncs and its limits Instantly documentation (opens in a new tab)

Connect Aircall

In Aircall, an admin opens Dashboard → Integrations & API → API keys and creates a key pair. Note the API ID and the API token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Aircall. Enter the API ID in "Aircall API ID".
Paste the API token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each dialer seat a rep, so calls land on the right row of the scorecard.

Aircall integration: what syncs and its limits Aircall documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Add recipients or a Slack webhook for the weekly report in Settings → Report, so the combined numbers arrive every Monday. Connect HubSpot whenever you want meetings, pipeline and won revenue next to them.

Good to know

InstantlyAPI keys are an Instantly plan feature. If you cannot create one, check your Instantly plan.
InstantlyInstantly limits its email endpoint to 20 requests a minute, so a large first backfill is spread over several sync runs.
InstantlyOpens and clicks are not imported. Reply rates are per send, counted from real replies.
InstantlyReplies sent from OutboundManager are stored as replies, never counted as outreach.
AircallAircall keeps six months of call history in its API; the 90-day first backfill fits inside it.
AircallInbound calls are skipped.
AircallConnected means the call was answered and lasted at least 10 seconds. Aircall cannot tell a person from an answering machine, so the floor filters most machine pickups.
AircallRecording links from Aircall expire after an hour; the dashboard link does not.

Instantly + Aircall questions

Does an Aircall call change my Instantly reply rate?

No. Reply rates stay per send. Calls are counted in their own columns and are not added to the touches a reply rate is divided by.

Is a lead I emailed from Instantly and then called on Aircall one contact?

Yes, when the Aircall contact has an email address and it matches the Instantly lead. A call to a number with no email on the Aircall contact still counts for the rep but is not attached to a person.

Do I need HubSpot for Instantly and Aircall to work together?

No. The rep scorecard, the campaign table and the weekly report work with just Instantly and Aircall. HubSpot is what adds meetings, deals, pipeline and won revenue; it is the only CRM supported today.

Can OutboundManager start calls or send emails through Aircall or Instantly?

No. It never dials and never sends outreach. It reads from both tools; the only thing it sends is an answer a person on your team writes to an email reply, through Instantly.

The two tools on this page

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See Instantly and Aircall in one set of numbers.